EXECUTIVE ASSISTANT

Job Summary 

We are seeking a highly organized and proactive Executive Assistant to support senior stakeholders during their visits and ongoing operations. The ideal candidate will be responsible for managing schedules, coordinating travel, preparing documentation, and facilitating communication across departments. This role requires discretion, attention to detail, and a strong ability to multitask in a dynamic environment. 

Key Responsibilities 

• Manage executive and stakeholder calendars, ensuring efficient scheduling and conflict resolution. 

• Coordinate comprehensive travel arrangements including flights, accommodations, ground transportation, and detailed itineraries. 

• Prepare high-quality business documents such as reports, presentations, and meeting agendas. 

• Support meeting logistics by organizing agendas and tracking follow-up actions. 

• Lead the creation and distribution of GEBS quarterly newsletters, including content design and stakeholder coordination. 

• Administer the Employee of the Month program, overseeing nominations, communications, and recognition activities. 

• Maintain strict confidentiality while handling sensitive and proprietary information. 

• Compile and process expense reports, invoices, and other financial documentation. 

• Manage office supplies and IT peripheral inventory in collaboration with the Operations team. 

• Organize lunch and dinner arrangements, including reservations, catering, and dietary accommodations. 

• Facilitate internal communications, maintain updated notice boards, and ensure timely information flow across departments. 

• Build and sustain professional relationships with internal teams, external partners, and vendors. 

• Maintain and update distribution lists (DLs) to support effective communication. 

• Oversee office stationery procurement and inventory. 

• Coordinate logistics and support for leadership visits, including on-site arrangements. 

• Plan and manage logistics for offsite events and team gatherings. 

• Handle vendor interactions, including onboarding, coordination, and issue resolution. 

• Execute additional responsibilities as assigned by Engineering, IT, Operations, and HR functions. 

The Essentials – You Will Have 

• Proven experience in executive support or administrative roles. 

• Strong organizational and multitasking abilities. 

• Bachelor’s degree in any domain. 

• Excellent written and verbal communication skills. 

• Proficiency in Microsoft Office Suite and calendar management tools. 

• Ability to maintain confidentiality and handle sensitive information. 

• Experience in newsletter creation and employee engagement programs is a plus. 

The Preferred – You Might Also Have 

• 5+ years of experience in executive support or administrative coordination. 

• Experience working in a global or cross-functional team environment. 

• Familiarity with enterprise tools such as Concur, Workday, or SAP for expense and travel management. 

• Exposure to internal communications platforms and design tools like Canva or Adobe Express. 

• Prior experience supporting senior leadership in a technology or engineering organization. 

What We Offer: 

Our benefits package includes … 

• Comprehensive mindfulness programs with a premium membership to Calm 

• Volunteer Paid Time off available after 6 months of employment for eligible employees ((REMOVE BULLET FOR MANUFACTURING ROLES)) 

• Company volunteer and donation matching program – Your volunteer hours or personal cash donations to an eligible charity can be matched with a charitable donation.  

• Employee Assistance Program  

• Personalized wellbeing programs through our OnTrack program  

• On-demand digital course library for professional development 

... and other local benefits! 

At Rockwell Automation we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right person for this or other roles.